BrainStorm Quick Start Card for Microsoft Office 365TM Email & Calendar mso.harvard.edu Information Technology Microsoft Office 365 combines document sharing, email and calendaring, common office applications and social-networking tools. Because these services and your data are in the cloud, you have access virtually anywhere at any time. The Harvard suite of tools currently includes: Email and Calendar (with 50GB of mailbox space!); SharePoint (for team and project document sharing); OneDrive - formerly SkyDrive Pro (your personal repository for document storage and sharing). For help or advice, please contact the HUIT Service Desk at 5-7777 or ithelp@harvard.edu. Overview Track Your Agenda: Your email, calendar, and contacts come together in one place with Outlook Web App. Click Calendar on the Navigation bar to access everything you need to plan your day, including links right in the browser to respond to meeting requests or join an online meeting. Find your colleagues: Use Office 365 people to search your address book. People works just like the Global Address List (GAL) in Outlook. Enjoy the same features and functionality found on your desktop wherever you go. Edit Documents in a Browser: Click any document link to open the file instantly. You can simply view the document or choose to open it and work with it in a Microsoft Office Web App. Office Web Apps provide basic editing functionality right in your browser, making it easy to work with your documents wherever you are. Visit Your Library in the Cloud: Use OneDrive for Business to store all your work-related files. In OneDrive for Business, you can share files with associates; open and edit documents; upload Excel workbooks, PowerPoint presentations, and Word documents; and even access Office on Demand and use complete Office programs in the cloud. Signing In To sign in to Office 365: Office 365 Navigation Bar Use the commands on the Navigation bar to move between features in Office 365. 1. Go to https://mso.harvard.edu/ and click on the Office 365 Outlook Web App Link. 2. Enter your email address and password. 3. Click Log in. 1 2 3 4 5 6 7 8 9 10 11 1. New Email Message 2. Reminders 3. Open Outlook Inbox 4. Open Calendar Note: This Quick Start Card is for use by Harvard University employees only. Do not distribute. 5. Open Contacts 6. Open NewsFeed 7. Open OneDrive 8. Open SharePoint Sites 9. 10. 11. Visit Office.com or store Settings Help Links to additional online content are indicated throughout this card by the symbol to the left. Visit BrainStormInc.com/cards/exploreoffice365.
Staying Connected with Outlook Web App With Outlook Web App in Office 365, you get a rich, interactive experience including inline message composition, calendar sharing, and linked contacts all in a user-friendly interface that doesn t change whether you re using a smartphone, a tablet, or a desktop computer. Navigating Outlook Web App Outlook Web App is the first thing you'll see after signing into O365 Outlook Web App -- everything you need to connect with your colleagues will be right in front of you. You can navigate to Outlook Web App from any other O365 App by clicking Outlook on the Navigation bar. New Message Link: Click new mail to compose a new message. Search & Filter Options: Type a term in the Search field to search instantly. Click a filter option to filter the results. Notifications: Click the Envelope icon to preview your newest email message or the Calendar icon to review the day s tasks and reminders. Working with Drafts If you can t finish writing a message right away, or want to wait a bit before you send it, you can click away from it and come back to it later to finish it. Outlook Web App automatically saves your message as you create it and adds it to your drafts folder. When you re ready to send your message: 1. Find the Drafts folder in the folder list and click on it. 2. Click on the message you were working on to see it in the reading pane. 3. Click Continue editing or, if you ve decided you don t want to send the message after all, click Discard. 4. If you still want to send the message, finish editing it and click Send. Opening a Message in a Separate Window By default, you read and create messages in the reading pane, but that isn t always what you need. Sometimes you need to be able to view a message in a separate window. When you re composing a new message or replying to or forwarding a message that you ve received, you can pop it out into a new window by clicking the pop out icon in the upper corner of the message. To open a message that you re reading in a separate window, click the extended menu icon extended menu and select open in separate window. Attaching Files to Email Folder List: Access and create folders here. Click the arrow next to a folder to expand or close it. Message List: Scroll through the list to view messages in the selected folder. Select a message to activate icons for deleting or flagging the message. New Inline Messaging: Read, reply to, forward, and perform other actions on the selected message here. 1. In a message, calendar item, or contact, click the attach file icon on the toolbar. 2. In the Attach Files dialog box, type the path of the file you want to attach, or click Browse to locate the file. 3. If you use Browse, highlight the file you want to attach, and then click Open to add it to the attachments list. 4. Click Attach, and the file name will appear in the Attach Files dialog box. 5. To change the file you selected, click Browse, and then locate the file you want. 6. To attach more than one file, click Choose more files in the Attach Files dialog box. 7. To return to the item, click Attach to attach the selected files or click Cancel to return to the item without attaching the files. Sending a New Email Message To create and send a new message: 1. Click Outlook in the Navigation bar if you are not already in Outlook Web App. 2. Click. 3. Enter the recipient s email address in the To field. (To search for an address, begin typing the recipient s name and click the search results that appear.) 4. Type a subject in the Subject field. 5. Type your message. Use the formatting toolbar at the top of the field as needed. 6. Click SEND. Navigating Contacts Easily connect with all the people in your life. A user-friendly interface makes adding, organizing, and linking business and personal contacts a breeze. To get started, click People on the Navigation bar. New Contact Link: Click new to add a contact. Directory Folders: Click a link to view contacts from various directories. Inline Actions: Click an icon here to take direct action with a contact, such as sending an IM or an email. Search: Enter a person s name to search for them. Edit Contact: Click the Edit icon to make changes to a selected contact s information.
Navigating Your Calendar Manage your schedule with ease in the redesigned Outlook Web App Calendar. To get started, simply click Calendar in the Navigation bar. New Event Link: Click new event to schedule a meeting. Merged Calendars: View personal and selected shared calendars in one place. New Date Menu: Click to move from month to month. Views: Select viewing options here. Month view now includes a snapshot of the selected day s events. Sharing Your Calendar with People in Your Organization You can share your calendar with people in your organization. 1. Sign in to Outlook Web App. Sign into Office 365 from mso.harvard.edu. Click Calendar > Share. Calendar List: Select a check box to view personal and shared calendars. Quick View: Click an event to preview its details. Share Your Calendar: Click SHARE to share the open calendar. 2. Type the name or email address of the person you want to share your calendar with in the Share with box. This box works just like the To box in an email message. You can add more than one person to share your calendar with. 3. After you ve added who you want to share your calendar with, select how much information you want them to see. Full details will show the time, subject, location, and other details of all items in your calendar. Limited details will show the time, subject, and location, but no other information. Availability only will show only the time of items on your calendar. Scheduling a Meeting Do more than simply add an event on your calendar. Use the calendar in Outlook Web App to schedule a meeting, invite multiple attendees, require responses, check attendees schedules, and more. To schedule a meeting: 1. From within your calendar, click the new event link. 2. Give the meeting a name and specify a location. 3. In the Attendees field, enter the email addresses of those you would like to invite. Separate names with a semi-colon. Note: To look for conflicts in attendees schedules, click the SCHEDULING ASSISTANT link. 4. Enter a date, time, and duration in the Start and Duration fields. 5. If desired, click the Request Responses check box. 6. Type any additional information about the meeting in the bottom of the dialog box. 7. Click the SAVE link. Adding Another Person s Calendar to My Calendar View If you ve received an invitation to share someone else s calendar, you can select the link in the invitation to add their calendar to your calendar view. You can also go to your Calendar to add other people s calendars to your view. 4. You can edit the Subject if you want. 5. By default, your primary calendar will be shared. If you have created other calendars, you can select one of them to share instead. 6. After you ve finished adding people to share with, setting their access levels, and choosing which calendar to share with them, select Send. If you decide not to share your calendar right now, select Discard. Each person in your organization that you shared your calendar with will receive an email message telling them that you ve shared your calendar with them. People inside your organization will have two buttons on th invitation--one to add your calendar to their calendar view, and another to share their calendar with you. The email will also include a URL that can be used to access the calendar. 1. Within the Navigation Pane, right-click Other calendars. Or, touch and hold if you re using a touchscreen device. 2. Select Open Calendar. 3. To add a calendar that belongs to someone in your organization, enter their name in From directory. This box works just like the To box on a new email message.
Understanding OneDrive for Business OneDrive is your personal business library in the cloud. Here you store, track, and manage all the important files you need to work successfully. By default, all documents in the OneDrive library are private, but you can easily share documents and folders as needed with internal and external colleagues alike. OneDrive for Business includes all the features of a typical team site, including the ability to follow, rate, tag, and add notes to a document. Adding a Folder to Your OneDrive Store your files in the cloud, using folders organized by name, type, or topic. To add a folder to your OneDrive: 1. Click OneDrive on the Office 365 Navigation bar. 2. Click the FILES tab. 3. Click the New Folder button. 4. Give the folder a name and then click Save. Navigating Your OneDrive Work with your OneDrive just like you would any SharePoint team site: Manage Files: Click the FILES tab to access menu options for individual files in your library. Manage the Library: Click the LIBRARY tab to access menu options for your library. Connect to Office: Click this button to add a shortcut to your OneDrive in Microsoft Office apps. Sync OneDrive: Click SYNC to create a synchronized copy of your OneDrive on your hard drive. The Top Three Things You Can Do with OneDrive 1. Use OneDrive for Version Control If you collaborate on documents with colleagues or clients it helps to see exactly what changes were made and who made them. To view older versions of the file, head to mso.harvard.edu and log into your OneDrive: 1. Navigate your way to the file you want to see the history and right-click it. 2. Select Version History from the drop down menu. From here you ll be able to see the previous versions of the files, who made the changes, and when those changes were made. OneDrive users will be able to access the last 25 versions of the file and with Version History you ll be able to restore any of the previous versions if you need to! 2. Use OneDrive as your default documents folder Some users may want to use OneDrive as their default documents folder because of all the features it offers. For Mac users, Open Terminal (in Utilities) and type cd OneDrive. Hit enter, and then type In s~/documents /documents. Hit enter again and watch the magic happen. For windows users, right-click on your Documents folder, click Properties, click Include a folder, choose your OneDrive folder and finally select it and click Set save location. And that s it, next time you save a document in a program like Photoshop; OneDrive will be selected as the default save location. 3. Restore a deleted file Accidentally deleted a file from OneDrive on the desktop? No biggie, just head to the OneDrive website and log in to its online version, click Recycle Bin from the menu on the bottom left of your screen. And there you go, all the files you ve deleted. Now all you have to do is check the box beside the file you want to recover and just click Restore from the menu on the top of the screen. COMING SOON! Using the Microsoft Office Suite on Demand Change Views: Navigate between your personal documents, followed documents, and recently viewed documents by clicking a Quick Launch link. Upload Files: Drag and drop files here to add them to your OneDrive library. Customize Library Settings: Use these tools to customize your OneDrive library s look and content type. When a Web App just won t do, you need a full-featured product with every bell and whistle possible. But what if you are on a PC that doesn t have the Office Suite installed? With Office on Demand, you ll never again have to worry about having access to the full features of the Microsoft Office Suite. Use your browser to stream the latest complete versions of every Office program through Office on Demand. Sharing a File or Folder in Your OneDrive You can t do everything alone. Sometimes coworkers or even clients outside your company need access to files you are working on. To share a file or folder in your OneDrive: 1. Hover over the file or folder you want to share and click the button to its right. 2. Click SHARE. 3. In the Invite People field, enter the email address(es) of those with whom you want to share the file. 4. Use the menu to select either Can edit or Can view. 5. Add a note about the file if desired. 6. Select the Require sign-in and Send an email invitation check boxes if desired. 7. Click Share. To begin using Office on Demand: 1. Sign in to your company s Office 365 site. 2. Click OneDrive on the Navigation bar. 3. Click Office on Demand. 4. Click the icon associated with the Office application you want to use. 5. If this is your first time using the selected app in your browser, follow the directions to install an add-on that allows the app to work in your browser. If you have previously used the app in your browser, skip to Step 6. 6. Use the application just as you would if it were installed on your desktop. Files will be saved to your OneDrive.
Using Microsoft Office Web Apps in Office 365 When time is short or you re away from the office, sometimes you just need quick access to the Microsoft Office Suite and don t want to take the time to open and load an application. Web Apps are the perfect solution! Create, review, and make simple edits to a Word document, Excel workbook, or PowerPoint presentation in Office 365. All you need is an Internet connection. Creating New Documents in a Web App To create a new document: 1. Sign in to Office 365. 2. On the Navigation bar, click OneDrive OR Sites. 3. Locate the document library where you want to save the document. 4. Click new document and then select the type of file you want to create. 5. Enter a name for the document. 6. Click OK. 7. When the associated Web App opens, use the ribbon to perform basic tasks and commands in the selected app. Note: Your system administrator may not allow file creation for every Web App in specific SharePoint team sites and document libraries. Creating a Site Mailbox If you and your teammates are using a project or team site to work together on an important venture, you ll love having a site mailbox where you can track and store related documents and email messages rather than having to sort through personal inboxes to find project-related information. You can add a site mailbox to any project or team site that has multiple group members and at least one owner. To create a site mailbox: 1. Click Sites on the Navigation bar and locate the site where you want to add a mailbox. 2. Click the Settings button and select Site contents. 3. Click add an app. 4. Locate and click the Site Mailbox app button. 5. Click the Mailbox link when it appears on the Quick Launch menu. 6. Return to the site. 7. Click Mailbox on the Quick Launch menu again and follow the directions for setting a language and time zone. 8. When Outlook Web App opens, you can immediately begin using the mailbox. You will receive a message with a link that you and all team members can use to access the mailbox and learn more about how to use it. Working with Word Web App Easily make quick and basic changes to any Word document in your OneDrive or on a SharePoint site: 1. Locate the document you want to edit and click the document link. 2. In the menu bar, click EDIT DOCUMENT and then select Edit in Word Web App. 3. Use the tabs on the ribbon to work with the document as needed. Click the HOME tab for basic font and paragraph styling actions. Click the FILE tab to access print, sharing, and saving options. Working with Excel Web App Click the PAGE LAYOUT tab to access basic font and paragraph options. Click the INSERT tab to add pictures or clip art to the document. Working with PowerPoint Web App Click OPEN IN WORD to switch to the full program. Click the VIEW tab to switch from Editing view to Reading view. Easily make quick changes to any Excel workbook in your OneDrive or on a team SharePoint site by using Excel Web App. You can create additional worksheets, format cells, enter data, and add visual pop with charts and tables. To edit an Excel workbook: 1. Locate the workbook you want to edit and click the workbook link. 2. In the menu bar, click EDIT WORKBOOK and then select Edit in Excel Web App. 3. Use the tabs on the ribbon to work with the file as needed. Click the HOME tab for basic editing and data input actions, such as formatting cells, adding formulas, sharing the worksheet, and calculating data. Click FILE to access print, sharing, and saving options. Click the INSERT tab create a chart or table in your worksheet. Click the VIEW tab to switch between Editing and Reading view. Click OPEN IN EXCEL to switch to the full program. View PowerPoint presentations, make simple edits, and add slides, transitions, animations, and more in PowerPoint Web App. To edit a PowerPoint presentation: 1. Locate the presentation to edit and click the presentation link. 2. Click EDIT PRESENTATION and then select Edit in PowerPoint Web App. 3. Use the tabs on the ribbon to work with the presentation as needed. Click the HOME tab to format text and headings in existing slides. Click the DESIGN tab to change the theme of the presentation. Click the VIEW tab to watch the slide show or access other views. Click the INSERT tab to add a new slide. Click the ANIMATIONS or TRANSITIONS tabs to add simple animated features. Click OPEN IN POWERPOINT to switch to the full program.
Using SharePoint Sites SharePoint team sites in Office 365 cut through the clutter and put all of this in one place, easily accessible on any device, anywhere. It s collaboration on a whole new level! Accessing Your SharePoint Sites When you begin using Office 365 you will have access to SharePoint sites which you have been following. To access your team sites: 1. Click Sites in the Navigation bar. 2. If you're new to SharePoint, click on My Collaboration Sites to find all the SharePoint sites you have access to. Navigating SharePoint Sites Once you're on your team or project site, everything you need to collaborate with colleagues is at your finger tips. Top Link Bar: Use these links to navigate quickly to important subsites and pages. Click EDIT LINKS to add additional links. Share: Click SHARE to share the site with a co-worker, client, or other associate. Follow: Click FOLLOW to follow a site or subsite. Updates from followed sites will appear in your Newsfeed. Using Office 365 to Maximize Team Projects Office 365 is designed to help businesses work better on everything from simple staff meetings to elaborate group projects. Among the features that make working together better are Site Mailboxes, shared OneNote Notebooks, and online meetings using Microsoft Lync. Sharing a OneNote Notebook Gone are the days when each person in a meeting sat around a table with a spiral notebook and wrote down what he or she hoped to later remember. When you bring a OneNote notebook to a meeting whether you are there in person or across the country joining via Lync you can share notes with everyone in the meeting in real time. It s the perfect tool for brainstorming and knowing who contributed what. To share a Notebook and contribute with others simultaneously: 1. In OneDrive or the documents section of a team site, open the notebook you want to share. 2. Click FILE Share, and then click Share with People. 3. Enter the names or email addresses of those with whom you d like to share the notebook. 4. Enter a message about the notebook s purpose, making sure to remind associates of the meeting in which you ll collaborate. 5. Click Share. 6. When you are ready for the sharing session, open the notebook. 7. Click the VIEW tab and select Show Authors to see who shares what during the session. Click FILE to share with more users. All participants will see contributions in real time, whether they use the Web App or the full version of OneNote. In the Web App, use the simplified Ribbon to add and format basic notes. Click OPEN IN ONENOTE to use more advanced features, such as drawing and inserting arrows. Quick Launch: Use these links to access lists, libraries, and other features within your site. Customizable Parts: Use Web Parts to customize your site with pictures, charts, document lists, links to other sites, and more. Search: Type a term in the Search field and press Enter to find relevant links, news, documents, and other site content. Use the Navigation pane to add new sections to the Notebook, move between pages, and name pages and sections. As different users contribute to the Notebook, their names or initials appear next to the items they add. Collaborating on Documents in SharePoint Work together anytime, anywhere by uploading documents to an Office 365 team site or subsite, where you and your associates can review, edit, and comment on projects without the fuss of worrying about versions and who sees what corrections. Uploading Documents To upload documents to a team site: 1. Navigate to the site and documents library where you want to upload the file. 2. Click new document OR drag a file from your computer and drop it in the drag files here area. Information Technology Find Help for Office 365 Email and Calendar FAQ s and other important information: https://mso.harvard.edu Request a new site: http://services.huit.harvard.edu/request-new-sharepoint-site Contact the HUIT Helpdesk: ithelp.harvard.edu BUILD YOUR OWN LIBRARY: Learn how to add and set up WebParts, such as a documents library, on your SharePoint site. 2013 BrainStorm, Inc. All rights reserved. Reproduction or transmission of any kind is prohibited without written permission. BrainStorm, Inc., assumes no responsibility for errors or omissions or for any damages that result from the use of this card. Microsoft, Office, Word, PowerPoint, Outlook, and OneNote are registered trademarks of Microsoft Corporation in the United States and other countries. MSO365T0513